1. Suzy Berryman CSFO Lawrence County Board of Education

2. Federal Programs Director/ Bookkeeper Superintendent Board Approval Purchasing Department Federal Programs Director/ Bookkeeper CSFO/ Business Manager Approval Process often requires numerous approvals before final approval

3.  CSFO provides Harris with current approval paths for purchase orders  Harris sets up routing rules to define the path for the purchase orders to follow in the approval process  Each individual responsible for approving purchase orders will have their own unique Nextgen user id and password  Nextgen user id identifies authority to approve a purchase order with given criteria  Notification sent by e-mail for pending purchase orders

4.  To approve purchase orders, use “Routing Document Approval”  Double Click on purchase order number to view purchase order  Check box beside Purchase order to approve  Click “Approve” box  Click “Save”  Once a purchase order has final approval, the approved purchase order is emailed back to the originator

10.  Click on box beside purchase order to reject  Click “Reject” box  Box will appear to explain reason for void  “Accept” explanation  Click “Save”  The rejected purchase order is then emailed to the originator with explanation

12.  No paper shuffling to reduce opportunities to be lost  E-mail notification for pending purchase order  Electronically routed to reduce travel and delays in approval  Increased internal controls  Only authorized user id can approve purchase orders  Purchase orders shown as encumbrances on budget analysis report once approved

13.  Requisitions can also be submitted through Nextgen and routed for approval to initiate purchase order  Can scan paper requisitions or other documents and attach to purchase order in Nextgen  Invoices are attached to approved purchase order when entered for payment

14.  Access to “Budget Analysis Report” can be given to any Nextgen user  Allows user to view up to date budget any time Nextgen is available  If purchase orders are routed and approved in Nextgen, open purchase orders are included in encumbrance column to show up to date balances  More efficient monitoring of budget

16. Suzy Berryman, CSFO Lawrence County Board of Education sberryman@lawrenceal.org (256) 905-2409 x237